THE MICROSOFT WORD. Anna Quattrini

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1 THE TO MICROSOFT WORD Anna Quattrini

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3 The Grade School Teacher's Guide to Microsoft Word Microsoft Word 2016 on Windows Anna Quattrini December, 2017

4 Acknowledgments Thank you to Ms. McKenzie at Fairfield Elementary School, Professor Solberg, my friends - Tia Pittounicos, Emma Garfinkel, and Owen Meyer - and my mom for your help with creating this manual. My mom, Ms. McKenzie, Tia, and Emma provided me with insights into the lives and needs of elementary school teachers. Emma and Owen helped me improve the manual's content by participating in usability testing. Professor Solberg edited the manual and provided me with feedback along the way. Finally, an extra thanks to Tia for the photo on the front cover. "Apple Clipart #495". WikiClipArt.com

5 Table of Contents Introduction... 3 Lesson Planning... 4 Inserting Tables... 5 Managing Tables... 6 Creating Class Handouts... 8 Creating Numbered Lists... 9 Creating Bulleted Lists Inserting Text Boxes Inserting Pictures Manipulating Text Boxes Using SmartArt Using Wrap Text Layering Objects Grouping Objects Creating Certificates / Awards Changing Page Orientation Adding Page Borders Using WordArt Writing Formal Letters Adding a Signature Line Exporting to PDF... 27

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7 Introduction The Grade School Teacher's Guide to Microsoft Word was put together for elementary school teachers that want a reference guide for creating course materials, lesson plans, etc. on Microsoft Word. This manual is written for Microsoft Word 2016 on Windows. As an elementary school teacher, you have several jobs. That's why The Grade School Teacher's Guide to Microsoft Word offers a variety of information. From customizing tables for lesson plans to adding fun page borders to your documents, this manual keeps your range of responsibilities in mind. There are four chapters in all: Lesson Planning Creating Class Handouts Creating Certificates / Awards Writing Formal Letters Prepare lessons in a neat and organized table. Design your own course material to help students with different learning styles. Keep students engaged and encouraged with fun activities. Maintain an open line of communication with your students' parents/guardians. The chapters are broken up by tasks so you can easily find what you are looking for, or even discover a helpful function of Word that you didn't know existed 3 3

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9 Lesson Planning Inserting Tables Lesson planning can be tedious and time consuming. Use Word's Table function to efficiently type up and organize your lessons. 1. Click the Insert tab. 2. Click the Table icon. A drop-down menu appears. 3. Hover your cursor over the grid to highlight the number of rows and columns you would like in your table. 4. Click and release over the highlighted grid. A table appears in your document. 5

10 THE GRADE SCHOOL TEACHER'S GUIDE TO MICROSOFT WORD Managing Tables Tables are helpful for creating neat and organized lessons plans. Word has several options for customizing tables to help you create lesson plans in a way that makes sense to you. 1. Click and drag the corners of columns, rows, or the entire table to change the sizing of the table. 2.Right click anywhere on your table. A pop-up window appears. 3. Use the icons on the left side of the pop-up window to change the font, size, alignment, and color of the text in your table. 4. Click the Borders icon. A drop-down menu appears. Choose which lines of the table you like to be visible by selecting / unselected the options in the drop-down menu. 6

11 Lesson Planning 5. Use the icons on the right of the pop-up window to insert or delete rows and columns relative to the cell your cursor is in. 7

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13 Creating Class Handouts Creating Numbered Lists Your class handouts may include a numbered set of instructions. Use Numbering to create these lists neatly and efficiently. 1. Click the Home tab. 2. Click the arrow to the right of the Numbering icon. A drop-down menu appears. 3. Click to choose the numbering (or lettering) style you would like for your list. The first number appears on your document. 4. Type the first step of your instructions. 5. Press Enter on your keyboard. A second number appears. 6. Continue typing steps and pressing Enter until your instructions are complete. 7. Press Enter after typing your last list item. A new number appears on the line below your last step. 8. Click the Numbers icon. The last number disappears. 9

14 THE GRADE SCHOOL TEACHER'S GUIDE TO MICROSOFT WORD Creating Bulleted Lists Your class handouts may include a bulleted list of required materials or vocabulary words. Use Bullets to create these lists neatly and efficiently. 1. Click the Home tab. 2. Click the arrow to the right of the Bullets icon. A drop-down menu appears. 3. Click to choose the bullet style you would like for your list. The first bullet appears on your document. 4. Type the first item of your list. 5. Press Enter on your keyboard. A second bullet appears. 6. Continue typing list items and pressing Enter until your list is complete. 7. Press Enter after typing your last list item. A new bullet appears on the line below your last list item. 8. Click the Bullets icon. The last bullet disappears. 10

15 Creating Class Handouts Inserting Text Boxes You may want to add text boxes to your class handouts because they can be dragged and positioned like an image. Text boxes are useful for adding comments alongside a reading or illustration, or for giving some variety to the format of your class handouts. 1. Click the Insert tab. 2. Click the Text Box icon. A drop-down menu appears. 3. Click Draw Text Box. Your cursor becomes a plus sign. 4. Click, hold, and drag your mouse until the text box is the desired size. 5. Release your mouse to create your text box. 11

16 THE GRADE SCHOOL TEACHER'S GUIDE TO MICROSOFT WORD Inserting Pictures You may want to add pictures to your class handouts for clarification or decoration. You can insert pictures that you have saved to your computer, or use Word's built in function to search the internet for pictures from within your document. Images Stored on Your Computer 1. Click the Insert tab. 2. Click Pictures. A pop-up window appears. 3. Use the pop-up window to search for the picture you want. It may be in Desktop or Pictures depending on where you had previously saved it. 4. Click to select your picture. 5. Click Insert. 12

17 Creating Class Handouts Images From The Internet 1. Click the Insert tab. 2. Click Online Pictures. A pop-up window appears. 3. Search for pictures by typing key words into the search bar. 4. Press the Enter key. The pop-up window displays search results. 5. Click to choose a picture from the search results. 6. Click Insert. 13

18 THE GRADE SCHOOL TEACHER'S GUIDE TO MICROSOFT WORD Manipulating Text Boxes Text boxes can be customized with different colors and effects to distinguish them from the rest of your document. Use the Drawing Tools Format toolbar to make these customizations. 1. Click on the text box. The Drawing Tools Format toolbar opens. 2. Click and drag the white circles on the borders of the text box to change its size. 3. Choose a pre-made theme for the text box from the drop-down menu in the Shape Styles section of your toolbar, or continue on to the next steps to customize. 4. Click Shape Fill. A drop-down menu appears. 14

19 Creating Class Handouts 5. Select a color for your text box. You can find more detailed fill options in the tabs More Fill Colors, Gradient and Texture. 6. Click Shape Outline. A drop-down menu appears. 7. Select a color for the outline of your text box. You can find more detailed outline options in the tabs More Outline Colors, Weight and Dashes. 8. Click Shape Effects. A drop-down menu appears which includes pre-made text boxes with effects and individual features that can be customized. Note: You can format the fill, outline, and effects of the text itself just as you did with the text box. Text Fill, Text Outline, and Text Effects operate under the same principles as Shape Fill, Shape Outline, and Shape Effects. 15

20 THE GRADE SCHOOL TEACHER'S GUIDE TO MICROSOFT WORD Using SmartArt SmartArt is a collection of pre-made visual aids that can be customized to organize information. Use SmartArt in your handouts to supplement the course material for the visual learners in your classroom. 1. Click the Insert tab. 2. Click SmartArt. A pop-up window appears. Process - illustrates step by step instructions. Hierarchy - organizes information by importance. Relationship - illustrates comparisons. 3. Choose a category based on the type of information you want to organize. 4. Select a SmartArt visual aid. 5. Click OK. Your SmartArt selection appears in your document and a pop-window opens up next to it. 16

21 Creating Class Handouts 6. Use the pop-up window to add text to each shape in the visual. 7. Use the white circles surrounding the SmartArt to adjust the size of each shape as well as the visual as a whole. 8. Click Design under the SmartArt Tools tab with and use the Add Shape icon to add more shapes to your SmartArt. 9. Choose from different style options for your shapes in the SmartArt Styles section of your Design tab. Returns the SmartArt to its original settings. 17

22 THE GRADE SCHOOL TEACHER'S GUIDE TO MICROSOFT WORD Using Wrap Text Once you have all of the text boxes and pictures (or "objects") that you want in your document, you may find it difficult to arrange them on the page without displacing your text. Wrap Text allows you specify how you want the objects to interact with the text in your document. 1. Right click the text box or picture you want to format. A drop-down menu appears. 2. Click Wrap Text. Another drop-down menu appears. 3. Choose how you want the text box or picture to be formatted on the page in relation to text. In Line with Text - the bottom of the object is in line with the text, there is no text to the side of the object. Behind Text - text is over the object. In Front of Text - text is behind the object. *The object can be moved around the page without disturbing the text with both of these options. Square - the bottom of the object is in line with the text and there is text to either side of the object. An invisible square is drawn from the widest point of the object, there is no text within the square. Top and Bottom - text arranges itself on the lines above and below the object with no text in line with the object or to either side of the object. 18

23 Creating Class Handouts Layering Objects If you have several text boxes and pictures (or "objects") in your document, you may want to layer several objects on top of one another for a collage effect. 1. Click to select an object. 2. Right click the outline of the object. A drop-down menu appears. 3. Hover your cursor over Bring to Front or Send to Back depending on where you want your object. A smaller drop-down menu appears. 4. If both obejcts are of the same type (ex. two text boxes): Click Bring Forward to move the object one position forward or click Send Backward to move the object one position backward. If the selected object is a picture and the unselected object is a text box or WordArt: Click Bring in Front of Text to make the object the foremost object or click Send Behind Text to make the object the furthest object in the background. Note: Bring to Front and Send to Back are also in the drop-down menus. Bring to Front will bring the selected object to the foremost position. Send to Back will send the selected object to furthest position in the background. 19

24 THE GRADE SCHOOL TEACHER'S GUIDE TO MICROSOFT WORD Grouping Objects Working with several text boxes and pictures (or "objects") in the same document can be tricky. Once you have your objects arranged how you like, you want to make sure that they stay that way. You can group the objects together so they move as one unit. 1. Press and hold the Shift key. 2. Click to select all of the objects you want to be grouped together. 3. Release the Shift key. 4. Right click on the outline of one of the selected objects. A drop-down menu appears. 5. Hover your mouse over Group. A smaller drop-down menu appears. 6. Click Group. Note: To ungroup objects, right click anywhere on the grouped objects, hover over Group, click Ungroup. 20

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26 THE GRADE SCHOOL TEACHER'S GUIDE TO MICROSOFT WORD Changing Page Orientation Certificates and awards are usually printed with a Landscape orientation with the longer sides on the top and bottom of the page. Word allows you to change the orientation of your document so you can easily design your certificate. 1. Click the Layout tab. 2. Click the Orientation icon. A pop-up window appears. 3. Click the Landscape icon to change the page orientation from Portrait to Landscape. 22

27 Creating Certificates / Awards Adding Page Borders A page border is a fun way to make your document look more like an official certificate or award. Word has several options with different colorful holiday and special event themes to choose from. 1. Click the Design tab. 2. Click the Page Borders icon. A pop-up window appears. Page borders will automatically be applied to all four edges of the document. Use the Preview section to remove the page border from any edges you want to leave blank. 3. Choose a simple border design from the Style options or click the down arrow under Art. A drop-down menu appears. 4. Use the scroll bar to search through the options and select your desired border. 5. Click the down arrow under Color to change the color of your border. 6. Click OK. 23

28 THE GRADE SCHOOL TEACHER'S GUIDE TO MICROSOFT WORD Using WordArt WordArt allows you to add text to your document to make your certificates more colorful and fun. It is easier to use WordArt rather than typing everything directly into your document because WordArt can be moved around and formatted in similar ways as a text box. 1. Click the Insert tab. 2. Click the WordArt icon. A drop-down menu appears. 3. Use the white circles surrounding the WordArt to adjust the size. 4. Use the WordArt Styles section of your Format tab to change the color of your WordArt and try different text effects. 24

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30 THE GRADE SCHOOL TEACHER'S GUIDE TO MICROSOFT WORD Adding a Signature Line Permission slips, report cards, and letters to home often require a signature line so you can be sure that your students delivered the document to their parent or guardian. Word allows you to quickly insert a clean and professional signature line into your document. 1. Click the Insert tab. 2. Click the Signature Line Icon. a pop-up window appears. Appears directly under the signature line. Appears under the Suggested signer input. 3. Type "Parent or Guardian" in the box under Suggested signer's title. 4. If the document is intended for the parents or guardians of one child, type their names under Suggested signer. Otherwise, this can be left blank. 5. Click OK. A signature line appears on your document 6. Click and drag to move the signature line around your document. 26

31 Writing Formal Letters Exporting to PDF If you need to send a document via , it looks a bit more professional as a PDF than as a Word document. Word allows you to easily convert your documents into PDFs. 1. Click the File tab. A window opens up in place of your document. 2. Click Export in the panel on the left of the screen. 3. Choose one of the applications available for converting documents to PDFs. This may vary depending on what is installed on your computer, but will most likely include Adobe PDF. 4. A separate window containing the PDF version of your document appears. 27

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